Accounts Receivable Specialist

Job Description

Job Description

The Accounts Receivable Specialist is responsible for customer contract administration, invoicing, cash application, collections, account reconciliation, and customer account management for assigned National and Regional accounts. The role partners closely with Operations, Sales, and Finance to ensure timely billing and collection activities.

DUTIES & RESPONSIBILITIES:
Billing and Contract Administration

• Review and process applicable customer contracts in NetSuite.
• Ensure invoices are processed and submitted to customers promptly.
• Manage preferred invoice delivery methods, including email, portal upload, and consolidated billing sheets.
• Manage customer-required Supplier Portals to ensure invoices are submitted accurately and on time.

Collections and Account Management

• Participate in Weekly outstanding AR Aging calls with Finance and Operations leadership teams.
• Respond to customer inquiries in a timely manner.
• Collaborate with outside departments, researching invoice discrepancies and issuing credit memos as appropriate.
• Provide compliance documentation to customers, such as W9, COI, and ACH forms.
• Build and maintain strong relationships with key customers, providing a high level of customer service.
• Identify delinquent accounts and provide collection recommendations to the Finance and Operations leadership team.
• Maintain accurate customer account records and master data.
• Assist Sales Representatives with customer contracts, ensuring all required compliance documentation is submitted promptly.

Cash Application and Reporting

• Apply and reconcile daily cash receipts, including checks, ACH payments.
• Assist with month-end closing, ensuring all payments are accounted for and properly posted.
• Conduct written and verbal customer communications, providing copies of statements, invoices, and requesting payment status.
• Resolve customer billing inquiries, collaborating with the appropriate account manager regarding any disputes.

GENERAL ITEMS:

• Perform other accounting and finance duties as requested.
• Follow and comply with all company policies, safety requirements, and work rules.
• Operate standard office equipment and maintain professional workplace standards.

QUALIFICATIONS:

• High school diploma or G.E.D. equivalent.
• 3+ years of accounts receivable or general accounting practices and principles.
• Knowledge of office administration and procedures.
• Proficient in Microsoft Office (i.e. Word, Excel, Outlook); experience with NetSuite preferred, Salesforce is a plus.
• Experience in managing customer portals a plus.
• Discretion and trustworthiness due to frequent contact with confidential material.
• Outstanding organizational and analytical skills and ability to manage multiple competing priorities simultaneously in a fast-paced environment.

BENEFITS SUMMARY:

• Competitive market compensation commensurate with experience.
• Medical, Dental, and Vision Insurance Benefits.
• Company-sponsored Group Life Term & Short-Term Disability Insurance.
• 401 (k) with company match.
• Paid vacation and holiday.

WORKING CONDITIONS:
Working conditions are normal for an office environment. Work may require occasional weekend and/or
evening work.

Winter Services is an equal opportunity employer that takes pride in creating a diverse and inclusive workplace. The company complies with all applicable federal, state, and local fair employment practices law. Winter Services strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of age, race, religion, color, creed, disability, familial status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender, gender expression, gender identity, genetic information, marital status, national origin, ancestry, veteran or military status, or any other characteristic protected by federal, state, or local law.

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